Executive Assistant

2 weeks ago

Pasadena, United States Total Safety U.S., Inc. Full time

Total Safety is looking for an **Executive Assistant** to join their safety conscious team The Executive Assistant will support the CEO. The Executive Assistant responsibilities include, but are not limited to, extensive scheduling and travel arrangements (domestic and international); compose and edit correspondence, reports, organizational charts, and presentations. Maintain documentation as required. Develop and maintain relationships with internal and external clients and partners. Plan, budget, and manage small and large meetings and events, occasionally on a global platform and/or in a virtual setting including contracting with third party vendors. Handle administrative details and routine issues independently and timely with close attention to detail such as invoices, expense reports, general correspondence; act as liaison with operations personnel for obtaining signatures, communications, etc. Ensures that all tasks are managed in accordance with the Customer’s requirements and the Company’s programs, policies, and procedures. Ensures compliance with all Company policies/procedures and maintains/improves good customer relations by providing quality, timely services.

**Total Safety** is the world's premier provider of integrated safety and compliance services and the products necessary to support them, including gas detection, respiratory protection, safety training, fire protection, compliance and inspection, industrial hygiene, onsite emergency medical treatment/paramedics, communications systems, engineered systems design, and materials management. Our Core Values are People, Safety & Wellbeing, Accountability, Responsibility, Empowerment, Honesty, Transparency, and Integrity.

**Essential Duties**:

- Maximize CEO Productivity.
- Manage CEO daily schedule and overall calendar as needed to drive strategic and tactical initiatives.
- Establish meeting cadence with CEO direct reports to drive operational and financial improvement.
- Manage and schedule travel arrangements (domestic and international)
- Handle administrative details and routine issues independently and timely with close attention to detail.
- CEO Town Hall Meetings
- Support creation of presentation materials
- Schedule, promote, advertise internally.
- Coordinate with IT for broadcast and recording live streams.
- Distribute/post for internal viewing after live streams.
- Corporate Communications
- Lead the planning, implementation, and distribution of Corporate Communications
- Prepare, distribute announcements - acquisitions, new hires in concert with HR, organizational changes, etc.
- Press release development and distribution.
- Events - Board meetings, acquisition meetings, team building, etc.
- Executive Leadership Communications
- Lead the planning, implementation, and distribution of Leadership Communications
- Schedule, organize leadership meetings.
- Prepare, collect, proof materials for Monthly Operations and Board meetings.
- Strategic Initiative Management
- Lead the planning and implementation of yearly strategic initiatives.
- Schedule, organize meetings.
- Prepare and distribute updates.
- Track and report progress.
- Manage timelines directly with Strategic Initiative owners.
- Any project assigned by executive management as requested.

**Skills and Experience**:

- Organization and time management skills.
- A highly analytical mindset with superb problem-solving skills
- Strong verbal and written communications skills, tailoring communications effectively for different groups and stakeholders
- Strong commitment to excellent client service
- Results-oriented professional with the highest integrity who can build trust and credibility quickly.
- Outstanding communication and presentation skills
- Experience in industrial or oil and gas industries is a strong plus.
- Project Management Experience is a strong plus.
- With mínimal supervision, demonstrate the ability to solve practical problems.
- Ability to maintain confidentiality with sensitive data, maintain data integrity and to extract data, perform calculations and prepare reports in an accurate and timely manner.
- Ability to handle diverse tasks simultaneously, work effectively with interruptions and meet deadlines under intermittent supervision.
- Good organization and time management skills to handle multiple tasks in an environment with large volumes of data.
- Direct experience with knowledge of global business functions, procedures, terminology, and interrelationships. Directly related experience with thorough understanding of accounting, invoicing, customer service, and human resources practices, processes, and systems.

**Working Environment**:

- Office Environment
- Occasional travel required

**Educational Requirements**:

- Preferred bachelor’s degree in business, Marketing, Management, Communications, or relevant field.
- Minimum 5 years’ proven leadership experience, or proven competency in managing and coordinating activities amongst mul

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